Admin Executive

Job Summary:

The Office Administrator is responsible for ensuring the smooth running of the office on a day-to-day basis. This includes managing administrative tasks, coordinating office activities, supporting various departments, and handling communication with staff, clients, and vendors. The ideal candidate is organized, proactive, and able to multitask in a fast-paced environment.

Key Responsibilities:

Office Management:

- Maintain the office layout and ensure its clean, organized, and fully functional.

- Order and manage office supplies and equipment, keeping an inventory of stock.

- Liaise with facility management vendors, including cleaning, catering, and security services.

Administrative Support:

- Provide administrative support to management and staff, including scheduling meetings, booking travel, and preparing reports.

- Manage incoming and outgoing correspondence, including emails, letters, and phone calls.

- Assist in organizing company events, meetings, and conferences.

- Maintain filing systems and ensure all company documents are up-to-date and accessible.

Communication and Coordination:

- Act as the point of contact for internal and external clients, answering queries and directing them to the appropriate person.

- Coordinate with various departments to ensure seamless communication and workflow.

- Handle confidential and sensitive information with discretion.

Technology & Data Management:

- Ensure office equipment (printers, computers, etc.) is functional and coordinate repairs as needed.

- Assist with basic IT troubleshooting and liaise with the IT department for more complex issues.

- Manage data entry, maintain databases, and ensure accurate record-keeping.

Financial Tasks:

- Handle petty cash, invoices, and expense reports.

- Assist the finance department with basic bookkeeping tasks, such as invoicing and budget tracking.

Compliance and Policy Adherence:

- Ensure the office adheres to health and safety regulations.

- Help develop and enforce office policies and procedures.